admin services 1 lesson material
TRANSCRIPT
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Standard Grade Administration
Functions of Departments Unit 1b
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A well organised business must have?
Employees who communicate well with one and other.
Employees who are organised.
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Businesses are organised into FUNCTIONAL departments within an organisation.
The FUNCTIONAL areas are:
Sales Finance Purchases Human Resources Computer Services Administration.
How are Businesses Organised?
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Why do departments need to communicate?
In order for information to flow within the organisation.
Without communication a business may not be effective.
Communications are vital in any business.
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The Roles of Functional Departments
To Collect Information
To Process Information
To Transmit Information
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What do the Sales & Marketing Department do?
The main role is to sell what the organisation makes. Specific duties include:
Deal with customers. Undertake market research and analyse results. Send out information to customers e.g.
catalogues and price lists. Making-up adverts. Dealing with customer complaints. Taking customer orders.
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Who works in the Sales & Marketing Department?
Sales Manager. Advertising Manager. Market Research Assistant. Sales Supervisor. Sales and Marketing Administration Assistant.
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What documents would be used in the Sales & Marketing Department?
Purchase Order Form – this will be received when a customer sends in an order so the organisation knows what goods to send to them.
Quotation Form – when a customer asks for a product quote we would sent out a quotation.
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What does the Finance Department do?
The main role is to deal with the money coming into and going out of the organisation. Specific duties include:
Prepare financial accounts. Pay cheques to suppliers. Receive payments from customers. Calculating wages. Preparing invoices and credit notes. Sending out monthly statements.
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Who works in the Finance Department?
Finance Manager. Accountant. Wages Clerk. Credit Controller. Finance Department Administration Assistant.
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What documents would be used in the Finance Department?
Invoice: A document sent with an order to a customer to let them know how much they are due to the organisation.
Credit note: A document sent to a customer when they return goods back to the organisation when they are faulty.
Statement of Account: A document which lists all of the goods a customer has purchased over a period of time. It will show any payments to their account and how much is still outstanding.
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What do the Purchases Department do?
Their main role is to purchases and storestock for the organisation. Specific duties include:
Storing stock in the warehouse. Keeping stock records. Preparing purchase orders for new stock. Checking stock received against the delivery note.
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Who works in the Purchases Department?
Purchases Manager. Buyer. Stock Controller. Warehouse Manager. Purchases Administration Assistant.
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What documents would be used in the Purchase Department?
Purchase Order Form: This document is completed when the organisation wants to purchase goods from their supplier.
Delivery Note: This is sent to the organisation with their delivery of goods. The delivery note will be checked against the items received to make sure they are identical.
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What do the Human Resources Department do?
Their main role is to deal with all issues that relate to workers or staff in an organisation.Specific duties include:
Training staff. Recruiting new staff. Keeping staff records up to date. Carry out job interviews. Disciplining staff. Keeping legislation up to date.
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Who works in the Human Resources Department?
Human Resources Manager. Employee Relations Officer. Training Manager. Health & Safety Officer. Human Resources Administration
Assistant.
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What documents would be used in the Human Resources Department?
Job Description: This document describes the main tasks and duties that will be undertaken in a job.
Person Specification: This document describes the main qualities and characteristics. E.g. ICT Skills, confidence needed by an employee for a particular job.
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What do the Computer Services Department do?
Their main function is to deal with all the organisations Information Communication Technology (ICT) facilities. Specific duties
include: Managing the organisations computer
network. Repairing any software, hardware and
network faults. Testing computer hardware. Purchasing new computer equipment.
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Who works in the Computer Services Department?
Computer Services Manager. IT Support Technician. Programmer. Computer Services Administration
Assistant.
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What do the Administration Department do?
Administration support e.g. keyboarding, filing, databases, spreadsheets etc.
Mail handling - both internal and external. Reception duties. Petty cash. Making travel arrangements. Purchase small items of stationery. Reprographics.
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Who works in the Administration Department?
Administration Manager Receptionist Switchboard Operator Reprographics staff Mail Room staff Computer Operators